Job Summary:

At NBCC, we thrive when our people thrive. We're currently looking for an Executive Assistant to provide high-level administrative support to NBCC's Foundation and Professional Services (FPS) division Vice President and Directors by conducting research, preparing statistical reports, handling information requests, and performing clerical functions. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. To be successful in this role, this person should be well-organized, have great time management skills, and be able to act without guidance.

Essential Duties and Responsibilities:

• Acts as the point of contact among executives, employees, and other internal and external partners (including Fellows and Scholars).
• Manages and distributes emails from Foundation and Professional Services (FPS) email inboxes (including, but not limited to, Foundation, Global Capacity, Career Fair, Donations, and Webinars) in a timely and accurate manner.
• Manages FPS calendars (MS Outlook, Basecamp, and Zoom), schedules meetings, and sends calendar invites.
• Coordinates travel and accommodation arrangements with the NBCC Meeting and Events Travel Coordinator for invited guests and presenters to the FPS training events and meetings.
• Tracks Study Guide sales and online training participation/sales and prepares weekly, monthly, or quarterly reports.
• Processes sales reimbursement requests.
• Maintains comprehensive and accurate records.
• Performs minor accounting duties.
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Answers phone calls in a polite and professional manner.
• Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate department.
• Creates, edits, and generates Board reports when requested.
• Provides backup to other clerical staff, as needed.
• Participates in Career Fair and Fund Development committees and performs duties as assigned by committee chair.
• Acts as an office manager by keeping up with office supply inventory and ordering supplies, as needed.
• Formats information for internal and external communication—memos, emails, presentations, and reports.
• Organizes and maintains the office filing systems, including SharePoint and Q/S network drives.
• Assists with the development of workflow processes for the department to improve efficiency.
• Assists with note taking and other documentation during the meetings.
• Ability to be pleasant with others on the job and to display a good-natured, cooperative attitude.
• Performs other duties as assigned.

Required Skills/Abilities:

Attention to Detail – Ability to pay close attention to detail for accuracy and thoroughness in completing work.

Collaboration and Teamwork – Ability to work cooperatively with other individuals and make valued contributions to the
outputs of others in order to assist own team or project to achieve the required outputs.

Communication – Ability to listen to others, process information, and communicate effectively in oral and written formats,
including knowledge of the structure and content of the English language.

Initiative – Independently develops creative solutions that will improve or enhance products and services, avoid problems,
or develop entrepreneurial opportunities. Plans for upcoming problems or opportunities and takes appropriate action.

Prioritization – Ability to prioritize, organize, and accomplish work in a timely manner. Ability to proactively manage and
prioritize projects and activities with firm deadlines. Ability to work effectively in a team setting and independently on
concurrent processes and projects to meet established goals, deadlines, and quality standards.

Required Education/Experience:

• High school diploma required
• 5–7 years' related experience and/or training required
• Or equivalent combination of education and experience
• Experience working with underserved communities and/or knowledge of mental health concerns and issues that impact these communities (including racial, ethnic, cultural, religious, gender, sexual orientation, rural, or military populations)

Preferred Education/Experience:

• Bachelor's degree from a 4-year college preferred

Equipment/Programs Used:

• Proficiency in all Microsoft Office suite products as well as proficiency in Office 365 is crucial to this position.

Work Environment:

• The noise level in the work environment is usually low.

Work Location:

• Primarily work from home with a minimum of 5 days per month in the office.

Travel Requirements:

• Required to be present in the office when the VP of Foundation and Professional Services is onsite.
• Approximately up to 5% travel required, including NBCCF training events and Board of Trustee meetings.

Essential Physical Demands:

• Communicate with others verbally, including ability to talk or hear, and understand and distinguish speech and/or other sounds.
• Interact with coworkers on digital platforms.
• Moving self in different positions such as twisting, crawling, or kneeling to accomplish tasks in various environments, including tight and confined spaces.
• Moving about to accomplish tasks or moving from one workspace to another.
• Repeating motions that may include the wrists, hands, and/or fingers such as simple grasping, keyboarding, or fine manipulation.
• Ability to use hands, including hand–eye coordination.
• Sedentary work that primarily involves sitting.
• Light work that includes moving objects up to 20 pounds.